Project Coordinator

BASIC PURPOSE:

The Project Coordinator is responsible for managing the logistical coordination of all aspects of local operations, including materials, equipment, and subcontractors. This role involves close collaboration with Plant Operations, Yard, and Project Managers to ensure maximum efficiency and profitability.

Key duties include coordinating project activities, such as preparing submittal packages, placing material orders, and assisting with training initiatives. The Project Coordinator is also responsible for communicating scheduling recommendations to management, sales teams, and customers to ensure projects stay on track.

Additionally, the role involves handling various administrative tasks and contributing to special projects under the direction of Project Managers.

JOB DUTIES:

• Work closely with Project Managers, Shipping/Receiving Department, Pipe Traceability and Operations staff so tasks are completed with ISO compliance
• Communicate with Field Project Coordinator, Field Traceability Support, Yard & Operations Staff regarding all pipe inventory receiving, shipping, tracking; hold joints, traceability problems and miscellaneous work on assigned projects. Utilize the Trace Coat pipe tracking to support operations along with maintaining production tracking spreadsheets.
• Process RFQ/PO for Subcontract work, as needed 
• Utilizing INFOR to enter purchase requisitions and prepare documents in preparation for Billing.  Provide Project Manager with back-up paperwork for invoicing, as needed 
• Assist with setting up, organizing, and maintaining project files. Post all completed reports in project folder in .pdf format and report daily production data to Project Manager, customers, contractors, and inspection 
• Participate in customer, sales and pre-job meetings as required
• Implement project scope, schedules, and cost estimates
• Work with Operations as needed on inventory issues, delivery dates, and additional work scopes
• Communicate updates to Project Manager and make presentations with project status updates
• Attend Weekly meetings and all required meetings with Project Manager and customers
• Prepare special project reports and statistical analysis
• Review invoices for all sub-contractor work associated with their projects 
• Create job cards and work orders for plant work before production starts
• Assist with document control using Q-Pulse and internal tracking methods to support Project Managers. Make sure all Specifications, ITP’s, etc, are completed and reviewed before work begins. Assist with the preparation of data books upon completion of projects.
• Work closely with inspectors on a day-to-day basis to ensure project tasks are completed
• Correspond and verbally communicate in a professional manner with customers
• Strong organizational skills and attention to detail are imperative to success in this position. Leverage the use of artificial intelligence (AI) to optimize the completion and quality of tasks as needed. 
• Ability to work in a fast-paced, stressful environment and be able to adjust to dynamic situations. 
• Ability to work with a diverse group of people daily, and maintain professionalism when contacting clients, sales, management, admin and operations staff. 
• Occasional travel to job sites, ODYSEA campus facilities or subcontractor facilities to better understand time required to complete various types of projects to assist with scheduling and coordination
• Ensure all company policies and procedures are enforced and adhered to. 
• All other duties as assigned. 

EDUCATION | EXPERIENCE | SKILLS:

• Bachelor of science degree or related field required
• Advanced skills in MS Excel, MS Word, Adobe, Outlook and ability to learn new software quickly
• 3 to 5 years of project coordination experience preferred. 
• Ability to work with complex spreadsheets and databases, presentation software and ability to learn new software quickly
• Familiarity with Project Management software, such as MS Project and ERP systems 
• Strong management and problem-solving skills
• Must be able to handle multiple tasks simultaneously and maintain time management 
• Bachelor of science degree or related field required
• Advanced skills in MS Excel, MS Word, Adobe, Outlook and ability to learn new software quickly
• 3 to 5 years of project coordination experience preferred. 
• Ability to work with complex spreadsheets and databases, presentation software and ability to learn new software quickly
• Familiarity with Project Management software, such as MS Project and ERP systems 
• Strong management and problem-solving skills
• Must be able to handle multiple tasks simultaneously and maintain time management